East Palo Alto City Council
March 7, 2023

Technical Proposal
Section
Revised 02/21/2023
Proposal Scope of Work
• Provide parade coordination
• Assist with timeline development for parade day
• Create an online entry application and parade guidelines for potential parade entries
• Initiate the parade entry invitations, acceptance or decline letters, and create rules and guidelines
• Maintain data base of all parade participants
• Assist the city with some recruitment of potential participants • Provide copies of all entry applications to City of East Palo Alto • Work with professional companies providing such entries floats, balloons and other entertainment entries if applicable
• Work with City of East Palo Alto staff to assign and assist in training volunteers for parade day operation
• Consult with City on logistics for the parade
• Participate in conference calls or phone discussions with city staff. Attend up to three in person meetings in East Palo Alto
• Create the parade line-up as it relates to the positioning of all units in the parade and its general flow
• Provide on street announcer script notes if applicable • Create and distribute of all parade entry staging information packets for parade day
• Provide up to 10 experienced parade personnel on site the day of the parade to manage all aspects of the staging and disband areas • Oversee parade start, timing and pace
• Integration of entries into the parade line of march
• Provide professional expertise in the post-production evaluation • Develop and maintain professional relationships with parade participants and companies providing such entries
Proposal Exceptions
It would be understood that the Anniversary Parade is a City of East Palo Alto event and not an event of Upbeat Parade Productions, LLC.
v The City of East Palo Alto would be responsible for, but not limited too, maintaining and overseeing the parade budget and responsible for all budgeted expenses for the parade including: parade participant expenses and contracts (floats, bands, balloons, helium, hospitality, props, décor, flags, costumes, volunteer uniforms, banners, etc.), entertainers or celebrities including their transportation and accommodations, special permits, insurances, parade day operation expenses, city services, city permits, float storage, operational and logistics equipment (portable toilets, stages, bleachers, street closer equipment, sound, etc.). v The City of East Palo Alto would be responsible for the marketing of the parade throughout the community including to potential parade entries in the area. v The City of East Palo Alto would be responsible for ordering logistics equipment including portable toilets, stages, bleachers, etc. Upbeat Parade Productions could advise or provide resources on the needs required.
v The City of East Palo Alto would be responsible for all city services which includes, but not limited too road-closure and public safety (police, fire, emergency medical) services and personnel.
v Upbeat Parade Productions does not recruit volunteers or parade marshals for parades. The City of East Palo Alto would provide all parade day volunteers to assist with parade production as balloon handlers, banner carriers, street marshals, disband area, etc., Upbeat Parade Productions can with training volunteers. v Upbeat Parade Productions can provide information for sponsors and sponsorship recruitment, however, we do not solicit or sell sponsorships.